Advanced Sale - Multiple Fulfilments
In addition to a standard sale, DEAR Inventory offers a type of sale with advanced features. They allow items to be shipped and/or invoiced separately while still being considered part of the same sale. It also allows multiple credit notes to be issued for a single sale order. Any order which requires multiple fulfilments should me made as an Advanced Features Sale.
A normal sale can be converted into an advanced features sale, but the conversion cannot be reversed. It is also permitted to create a new advanced features sale.
This article assumes that the reader is familiar with the standard DEAR Inventory sale process. Please see Processing a Sale for more information.
Familiarity with Processing a Sale, all previous Prerequisites
- Generate Advanced Sale
- Fulfill Sale - Pick, Pack, Ship
- Customer Credit Note
Generate Advanced Sale
Advanced Sales can be either be created new, or converted from an existing sale. The customer details, sale quote and sale order are all set up and filled in in the same way as for the basic sale process, however the fulfilment, invoice and credit note functions are now displayed in a sidebar on the right.
Transactions, History, Attachments and Manual Journals can be viewed and edited in the same way as in the basic sale process, but are now located in the sidebar on the right.
Create a new Advanced Sale
To create a new Advanced Sale:
Navigate to Sale -> New -> Advanced Sale
The customer details, sale quote and sale order are entered and authorised in the same way as in Processing a Sale.
Convert an existing sale
To convert an existing Sale:
Navigate to Sales -> Orders
Choose a sale to convert.
The change from basic Sale to Advanced Sale is irreversible. Click Yes to confirm the conversion.
Conversion of an existing Sale can be done at any point in the order.
The option of converting to an Advanced Sale will be offered automatically if you attempt to fulfill an order with fewer items than the sale order or invoice requires. To convert the sale to an Advanced Features Sale, click Multiple Fulfilment when prompted.
Fulfill Sale - Pick, Pack, Ship
Fulfilment of the order in DEAR is controlled by the Pick, Pack and Ship steps. Orders can be shipped in full or in parts depending on product availability or at your discretion.
To fulfill the sale:
In the sidebar on the right, go to the Fulfilments section
Click +Fulfilment to begin
Pick stock and Save or Authorise the Pick
To pick stock that has already been invoiced, choose one or more invoices in the For Invoice(s) dropdown menu
Manually add items to the pick list by clicking Add More Items
Click Pick Remaining to pick all sale order items that have not yet been picked
Click Pick Available to pick all sale order items that have not yet been picked and are in stock
Pack stock, specify quantity and box numbers, then Save or Authorise the Pack
Use Copy from Pick to add items to Pack automatically
Click Add More Items to manually add items
Ship stock when orders are ready to be dispatched. Save or Authorise the Ship
Click Auto Fill to automatically populate the Ship tab with default information
- If the current shipment is being sent via multiple carriers you can click New Shipment to create a new line and add the details of Ship Date, Carrier, Tracking number and Boxes being shipped.
To add one or more additional fulfilments, click + Fulfilment
Repeat step 2-5 until the entire sale order has been fulfilled
With a multiple fulfilment order, invoices can be generated for the entire sale, a single fulfilment, or more than one fulfilment. An invoice is a document issued by the company to the customer which indicates product and/or service details provided (such as quantities, agreed pricing on goods and/or services provided) and may include other additional costs (such as freight charges, fees, etc.).
To invoice a multiple fulfilment sale:
In the sidebar on the right, go to the Invoice section
Click the automatically generated invoice or +Invoice
Enter Invoice Date
In the Fulfilment # field, choose the fulfilment you want to invoice. You can choose more than one fulfilments per invoice. Items can be manually added to the invoice by clicking Add more items
Click Invoice Remaining to invoice all remaining uninvoiced items
- Add any Additional Charges if required. Only Service type items can be added to Additional Charges.
Authorise the invoice
Repeat step 3 until all items have been invoiced
One or more credit notes can be generated for each sale. For more information on the different types of credit notes, see here.
To issue one or more credit notes to a customer:
In the sidebar on the right, go to the Credit Note section
Click New Credit Note
Enter a Credit Note Date
In the Credit Note for field, choose the invoice the Credit Note relates to. This automatically copies the items from that invoice to the credit note.
Create the credit note as discussed in the credit note section.
The Restock function will be automatically filled in from the credit note item details.
Authorise the credit note
For more credit notes associated with the same sale, click +Credit Note in the sidebar.